Assistant Association Manager

THE ASSISTANT ASSOCIATION MANAGER

Position Overview:

The Assistant Association Manager at Rapallo plays a key role in ensuring smooth administrative operations and reports directly to the Association Manager. This position involves overseeing daily office functions, managing communication, and supervising the Rapallo Receptionist.

Key Responsibilities:

Communication Management:

• Coordinate and schedule Association and Committee Meetings with the Association Manager and Property Manager, maintaining the Outlook Community Calendar.
• Manage the preparation and distribution of all communications for Board Meetings, Committee Meetings, Elections, Annual Meetings, and Special Assessments, including notices, agendas, proxies, and ballots. Ensure timely posting of meeting notices on the community bulletin board according to statutory requirements.
• Handle general communications to residents as directed by the Boards, Association Manager or Property Manager , including general correspondence and administrative support.
• Upload documents to the Rapallo Website Resource Center.

Administrative Management:

• Collaborate with the Rapallo Receptionist to organize and maintain Master Key Boxes.
• Oversee the documentation and storage of Association Meeting Minutes, Meeting Packets, and Committee Meeting Minutes.
• Schedule and conduct meetings with new tenants and owners to collect contact information and ensure completed General Information Sheets are forwarded to the accounting firm.
• Ensure tenants are included on the tenant e-mail listing for community communications.
• Input resident information into the Access Control System and manage proximity passes and RFID stickers, processing fees through the Association Manager.
• Keep residents informed about community work through email blasts or other communication channels.
• Issue Violation Notices, secure Affidavits as needed, and work with unit owners or tenants to resolve any violations in coordination with the Association Manager.
• Maintain and follow up on incident reports, ensuring all information remains confidential for future reference.

Financial Management:

• Assist with financial research and tasks as requested by the Association Manager and Property Manager.
• Record and code invoices into the Association Ledgers with appropriate entries and comments.
• Support the Association Manager with accounting reports and other financial data as required.
• Aid in processing contracts and preparing budgets, including distributing budgets and creating Budget Meeting Notices.

Qualifications:

• CAM license required.
• Demonstrated integrity and a strong understanding of confidentiality and information protection.
• Highly organized with excellent multitasking skills.
• Proficient in Microsoft Office, including Excel, with basic knowledge of Photoshop and Acrobat Pro.
• Adept with technology, including data uploading and maintaining Rapallo’s software, website, Access Control System, and accounting system.
• Reliable and punctual, with a strong commitment.

3 weeks paid vacation

1 week sick time

Professional fees paid

12 Paid Holidays

401 (k) Plan with up to 4% match based on your contribution

No nights or weekends.

Job Type: Full-time

Pay: $50,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• No on call
• No weekends

Ability to Commute:

• Estero, FL 33928 (Required)

Ability to Relocate:

• Estero, FL 33928: Relocate before starting work (Preferred)

Work Location: In person

Salary : $50,000 - $70,000